The Resource Roster Console (RRC) is a console that enables schedulers to view all work for some or all resources for a payroll period.
The RRC is accessed by the Resource Roster Console tab in Salesforce.
By default, the current date will be the first day displayed. Resources are presented in alphabetical order. Use the pagination feature to toggle the resources you see.
Enter part of a resource name to quickly filter the resource list for matching names.
You can use the filters at the top of the console to filter resources using several parameters and actions.
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Resource names - Enter the letters of the first or last name of a resource and select the matching record.
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Tags - Enter the names of tags to filter resources that have matching tags.
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Regions - Enter the names of regions to filter resources by their primary region.
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Categories - Enter resource categories to filter resources by their resource category.
Multiple records can be selected when filtering by Resource Name, Tags, and/or Region.
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The Apply button becomes active once valid parameters have been entered. Click the button to filter for matching resources.
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The Clear button removes the filters and refreshes the list of resources.
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The AND function searches for resources with all of the parameters entered.
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The OR function searches for resources with any of the parameters entered.
Tip
When multiple records are selected within a parameter (e.g., multiple tags) these are always treated with the AND logic.
Group event jobs need to be managed from the group event page.
However, a new group event can be created using the Create Group Event button on the Resource Roster Console.
All resource work, activities, and availabilities are laid out in a grid format with resources listed on the left column and dates listed in a row above the records.
Fig: Resource work and activities
Hover over a work, activity, or availability record to display details about that item.
Fig: Availability example
Fig: Unavailability example
Fig: Activity example
Fig: Single client job example
Fig: Group event job example
Fig: Shift example
Scheduled Hours vs Contracted Hours
A resource’s scheduled hours and contracted hours can be viewed near their name on the Resource Roster Console.
Fig: Scheduled hours / Contracted hours example
Values are shown as Scheduled Hours / Contracted Hours where:
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Scheduled Hours equals the total work hours scheduled for the resource for the selected payroll period and various values can be included or excluded by configuring several custom settings. Refer to ‘Scheduled Hours / Contracted Hours’ in the Administration article.
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Contracted Hours equals the value set on the resource’s Salesforce record for their Contracted Hours.
The View Period function for a resource opens a new screen that provides granular detail of the work, activities, and availability for an individual resource.
Work, activities, and availabilities can be added, edited, or deleted from this view the same as records on the main Resource Roster Console view.
The individual resource view can be accessed from the resource’s name on the Resource Roster Console.
Select the View All Resources link to return to the main view of the Resource Roster Console.
Work (i.e., single booking jobs, shifts, activities and availability/unavailability) can be added directly from the Resource Roster Console.
When hovering over a date/resource combination on the console, select the + sign at the bottom left of the cell to display the options for adding a work, activity or availability item.
Selecting Cancel will hide the options and return to the console.
Existing work (i.e., jobs, shifts), activities and availabilities can be viewed or edited directly from the Resource Roster Console.
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Hover over a work, activity or availability record to display a summary.
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Right-click the work, activity or availability record to display further options.
Managing Availability
Important
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It is highly recommended that the Availability view in the Skedulo web app be used to manage resource availability and unavailability.
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The Availability view provides a single view of all resource availability including the ability to manage availability requests.
The Add Availability option opens the Create Availability modal.
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Add the Availability Type.
- Select required date and time information.
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The Repeat function enables a recurring pattern of availability to be created on a weekly or fortnightly pattern. This pattern can be repeatable, and any global holidays can be skipped.
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The All Day function makes the record a 24-hour availability for the date selected.
When the availability record is saved, there is a check to see if there is already an availability created for the proposed date/time.
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If there is no clash, the new availability is saved.
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If there is a clash, the Availability Conflicts modal is shown.
The options for managing all listed availability conflicts in one action are:
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Reset - Clear any entries entered in the individual records.
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Merge all - Merge the two records for each day into one record for the day using the earliest start time and latest end times.
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Overwrite all - Replace all the existing records with the new records.
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Cancel all - Do not create any of the new records and keep the existing records.
The merge, overwrite, and cancel functions can also be done on an individual level. In this scenario, an action must be selected for each conflict record before the record can be saved.
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The Repeat function enables a recurring pattern of availability to be created on a weekly or fortnightly pattern. This pattern can be repeatable, and any global holidays can be skipped.
-
The All Day function makes the record a 24-hour availability for the date selected.
When the availability record is saved, there is a check to see if there is already an availability created for the proposed date/time.
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If there is no clash, the new availability is saved.
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If there is a clash, the Availability Conflicts modal is shown.
The options for managing all listed availability conflicts in one action are:
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Reset - Clear any entries entered in the individual records.
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Merge all - Merge the two records for each day into one record for the day using the earliest start time and latest end times.
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Overwrite all - Replace all the existing records with the new records.
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Cancel all - Do not create any of the new records and keep the existing records.
The merge, overwrite, and cancel functions can also be done on an individual level. In this scenario, an action must be selected for each conflict record before the record can be saved.
Hover over the availability record to display a summary of the availability.
Right-click an existing availability record to display availability record options.
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Edit availability - Select to edit an availability record’s details.
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Delete availability - Select to delete the availability record.
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Cancel - Select to cancel the display of the options.
When deleting an activity, a Delete Availability? modal is displayed to confirm that the activity record is to be deleted.
Note
Once deleted, the availability record cannot be retrieved.
The Add Activity option opens the Create Activity modal.
Fig: Create activity modal
Additional Fields is a method for configuring the collection of additional information for the Activity for your business.
- Additional fields can only be added by a Salesforce System Administrator.
- Refer to ‘How to Set Up Additional Fields’ in the Administration article for further information on adding fields to the ‘Additional Field’ section.
The Repeat function enables a recurring pattern of availability to be created on a weekly or fortnightly pattern. This pattern can be repeatable, and any global holidays can be skipped.
The All Day function will make the record a 24-hour activity for the date selected.
The Repeat function enables a recurring pattern of availability to be created on a weekly or fortnightly pattern. This pattern can be repeatable, and any global holidays can be skipped.
The All Day function will make the record a 24-hour activity for the date selected.
Hover over the activity record to display a summary of the activity.
Right-click an existing activity record to display activity record options.
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Edit activity - Select to edit an activity’s details.
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Delete activity - Select to delete the activity.
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Cancel - Select to cancel the display of the options.
When deleting an activity, the Delete Activity? modal is displayed to confirm that the activity record is to be deleted.
Note
Once deleted, the activity record cannot be retrieved.
The Add Single Client Job option opens the single booking Schedule Job modal, with the resource and the date already pre-populated.
Refer to Single Client Bookings (for job creation options).
Note
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The Service Agreement Date field is an additional field that is displayed when adding a single booking job to a base roster.
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The field is provided for flexibility when selecting the required client service line items.
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The field defaults to the current system date.
Hover over the job record to display a summary of the job.
Right-click an existing Single Client job record to display the options for managing the job.
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Edit job - Select to edit job details.
- Cancel Job - Select to cancel the job prior to the job completion
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View in Skedulo - Select to view the job in the Skedulo web app.
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Cancel - Select to cancel the display of the options.
Cancelling the Job
When cancelling a client the Cancel Job modal is displayed.
Fig: Cancel Job Modal
To cancel the job:
- Select a Cancellation Reason for why the job is being cancelled.
- If required, enter a cancellation note for the job.
- Choose whether the client or attendees are to be billed for the job cancellation.
- Click Yes to cancel the job.
- Click Close to close the dialog without cancelling the job.
See ‘Billable / Non-Billable Events’ in the Administration article for custom settings that affect client billing.
The Add Group Event Job option opens a modal for the scheduler to select the Group Event for which the job will be added.
Fig: Select Group Event modal
When a Group Event is selected the Group Event - Schedule Job modal displays with the resource and the date already pre-populated.
Fig: Group Event - Schedule Job modal
Note
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The Service Agreement Date field is an additional field displayed when adding a group event job to a base roster.
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The field enables flexibility when selecting the required client service line items.
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The field defaults to the current system date.
Hover over the job record to display a summary of the group event job.
Fig: View Job Example
Right-click an existing Group Event job record to display job record options for managing the job.
Fig: Job options
Job Options:
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Edit Job - Select to edit job details.
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View in Skedulo - Select to view the job in the Skedulo web app.
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Cancel - Select to cancel the display of the options.
The Add Shift option will open the Create Shift modal.
The All Day function will make the record a 24-hour shift for the date selected.
Hover over the shift record to display a summary of the shift.
Right-click an existing shift record to display shift record options.
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Edit Shift - Select to edit shift details.
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Delete shift - Select to delete the shift.
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Cancel - Select to cancel the display of the options.
When deleting a shift, a Delete Shift? modal is displayed to confirm that the shift record is to be deleted.
Note
Once deleted, the shift record cannot be retrieved.
The Base Roster feature on the Resource Roster Console enables a scheduler to configure regular lines of work for resources which can be repeatedly replicated to a future time period.
The following options are available for the Base Roster:
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Manage Base Roster:
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Configure one or more base rosters.
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Access a base roster.
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Add work and activities for resources.
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Replicate Base Roster:
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Validate the replication of a base roster to a future roster period.
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Replicate a base roster to a future roster period.
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Publish Roster:
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Dispatch work to resources.
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Sending a notification to resources of the published roster.
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Configuration of Base Rosters includes:
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Creating one or more Base Rosters for access from the Resource Roster Console.
- Subscribing users to a public work group to receive email notifications of roster validation and/or replication.
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Subscribing users to a public work group to receive email notifications of roster publication processing.
To enable access to base rosters, a system administrator is required to configure the base rosters using Salesforce custom settings.
The Salesforce custom setting Skedulo Shift Type Setting is used to enable the use of the base roster. Add a new Skedulo Shift Type Setting record and enter the following values. All other values can be left blank.
Base rosters are enabled by using a previous time period where there are no jobs, shifts, or activities.
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Custom Setting Field |
Value |
Example |
|---|---|---|
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Name |
A short, unique descriptive name for the roster |
“Base Roster 1” |
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Category |
A category name for listing and managing base rosters within the custom setting |
"baseRoster" |
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Order |
The order in which the base rosters are to be listed on the console |
1 |
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Start Date |
The start date of the base roster in format: “yyyy-mm-dd” |
2019-07-14 |
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End Date |
The end date of the base roster in format: “yyyy-mm-dd” NoteThe End Date must be no less than seven (7) calendar days after the Start Date and no greater than twenty-eight (28) days after the Start Date. This restriction has been added to limit the data processing load on customer Salesforce orgs. |
2019-07-27 |
Following roster validation and/or replication processing, an email notification is distributed to all users added to a Salesforce public work group.
Add users who are to be notified to the ‘Roster_Replication_Notification’ public work group.
Once configured, the Base Rosters are accessed using the Base Roster button on the Resource Roster Console.
Click the button to present a list of the base rosters that have been configured.
Base Roster options:
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Select Base Roster - Select the required base roster from the drop-down list.
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Close - Click to close the dialog and do not go to a base roster.
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Select - Click to go to the selected base roster.
Once a Base Roster is displayed:
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The Base Roster Period value will display the dates to confirm which base roster was selected.
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A Back to Console button is provided to enable the user to return directly to the Resource Roster Console.
Fig: Base Roster Selected
When a Base Roster has been accessed, the schedule is able to add Single Booking jobs, Group Event jobs, Shifts and Activities for individual resources to the base roster.
Fig: Base Roster - Adding Work and Activities
The Base Roster has the ability to manage work and activities to be replicated with the base roster.
Refer to the relevant section for managing work or activity records:
Following the creation or updating of a Base Roster, the scheduled work and activities for all resources is then able to be validated and/or replicated from the Base Roster to a new Roster Period.
Replication is actioned by clicking the Replicate Roster button on the console.
Fig: Replicate roster button
When clicked, the Replicate Roster modal is displayed.
Fig: Replicate roster modal
The following options are available:
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Base Roster Period
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The From Date and To Date (inclusive) will be used as the source jobs to be replicated.
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New Roster Period
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The From Date and To Date (inclusive) will be used as the dates to which the Base Roster Period will be replicated.
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Include Allocated Resources?
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If selected, resources allocated to a job in the Base Roster Period will be allocated to the new replicated job in the New Roster Period (Default).
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If not selected, no allocated resources will be allocated to new replicated jobs in the New Roster Period.
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Skip Holidays?
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If selected, no jobs will be replicated to dates that have been configured as Holidays in the Skedulo package.
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If not selected, jobs will be replicated to dates configured as Holidays (Default).
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Include Jobs?
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If selected, all Base Roster jobs will be included in validation or replication (Default).
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If not selected, no Base Roster jobs are included invalidation or replication.
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Include Shifts?
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If selected, all Base Roster shifts will be included in validation or replication (Default).
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If not selected, no Base Roster shifts are included invalidation or replication.
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Include Activities?
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If selected, all Base Roster activities will be included in validation or replication (Default).
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If not selected, no Base Roster activities are included invalidation or replication.
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The actions available are...
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Cancel
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Select to cancel the replication.
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Validate
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Select to trigger a background process to identify any conflicts which new replicated jobs would have in the new Roster period.
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A notification email of the validation results will be distributed when validation has finished processing.
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Replicate
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Select to trigger a background process to validate and replicate jobs in the Base Roster Period into the New Roster Period. A notification email of the replication results will be distributed when replication has finished processing.
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Important
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Selecting Validate does not create jobs in the New Roster Period.
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Selecting Replicate will create jobs in the New Roster Period
Custom Settings
The following custom settings, configurable in Salesforce, allow additional fields to be included and certain fields to be excluded when replicating work.
|
Custom Setting |
Description |
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Job_Replication_Extra_Fields |
Additional job fields to be included in the roster replication |
|
Job_Replication_Excluded_Fields |
Job fields to be excluded from the roster replication |
Note
Custom fields are not able to be included or excluded in roster replication.Replicate Roster Validations
The following possible outcomes may be listed in the email Notification depending on the outcome from the validation and/or replication processing.
Table 4.
|
Conflict Name |
Conflict Info |
|---|---|
|
New Job Conflicts with Existing Job |
The new scheduled job is conflicting with an existing job to which the resource has been allocated. <A list of existing work to which the resource is already allocated> |
|
New Job Conflicts with Existing Shift |
The new scheduled job is conflicting with an existing shift to which the resource has been allocated. <A list of existing work to which the resource is already allocated> |
|
New Job Conflicts with Existing Activity |
The new scheduled job is conflicting with an existing activity to which the resource has been allocated. <A list of existing work to which the resource is already allocated> |
|
New Shift Conflicts with Existing Job |
The new scheduled shift is conflicting with an existing job to which the resource has been allocated. <A list of existing work to which the resource is already allocated> |
|
New Shift Conflicts with Existing Shift |
The new scheduled shift is conflicting with an existing shift to which the resource has been allocated. <A list of existing work to which the resource is already allocated> |
|
New Shift Conflicts with Existing Activity |
The new scheduled shift is conflicting with an existing activity to which the resource has been allocated. <A list of existing work to which the resource is already allocated> |
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New Activity Conflicts with Existing Job |
The new scheduled activity is conflicting with an existing job to which the resource has been allocated. <Existing job to which the resource is already allocated> |
|
New Activity Conflicts with Existing Shift |
The new scheduled activity is conflicting with an existing shift to which the resource has been allocated. <Existing shift to which the resource is already allocated> |
|
New Activity Conflicts with Existing Activity |
The new scheduled activity is conflicting with an existing activity to which the resource has been allocated. <Existing activity to which the resource is already allocated> |
|
SA Line Item Dates Exceeded |
New scheduled work date is not within the service line item date range. |
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Exceeds Service Agreement Balance Remaining |
The total cost of newly replicated work plus any scheduled work not yet completed or cancelled does not exceed the balance remaining on the client’s service agreement linked to the work. |
|
Exceeds Service Line Item Balance Remaining |
The total cost of newly replicated work plus any scheduled work not yet completed or cancelled does not exceed the balance remaining on a client’s service line item linked to the work. |
|
Resource Unavailable |
The allocated resource is unavailable for the part or all of the new scheduled work. |
|
Resource Does Not Have Required Skills |
The allocated resource does not have all the required skills for the new scheduled work. Missing skills are: <List of missing job skills> |
|
Resource Scheduled Hours Less than Contracted Hours |
Resource’s scheduled hours for the period are less than resource’s contracted hours for the period: <Resource Name with link to resource record> |
|
Resource Scheduled Hours Exceeds 76 Hours |
Resource scheduled hours are greater than 76 hours: <Resource Name with link to resource record> |
|
Resource Unavailable for New Activity |
The allocated resource is unavailable for the part or all of the new activity. |
A New Roster Period can be published, when a Base Roster has been replicated to a future roster period and has been verified as ready for publication.
Note that following replication, it is still possible to add, view and update work and activities in the new roster period in preparation for publication by the scheduler.
Click the Publish Roster button to publish a new roster period.
Fig: Publish roster button
Click the Publish Roster button to open the Publish Roster modal.
In the modal, select the Roster Period From Date and To Date.
Fig: Publish roster modal
Publish Roster modal options:
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Cancel - Cancels the roster publication.
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Publish - Publish the roster.
Publishing a roster results in three outcomes.
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The work between and including the new roster period dates will be dispatched to the allocated resources.
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A single notification will be sent to each resource with at least one allocated work item within and including the new roster period dates.
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An email notification with details of the publication will be sent to Salesforce users registered with the nominated public work group.
Publishing a roster generates an email to schedulers who have subscribed to the roster Publication Work Group.
The roster publication email notification contains the outcomes of the poster publication with the following details…
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Subject: “Published Roster - <From Date>; to <To Date>”
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“The roster for <From Date> to <To Date> has been published.”
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Date and time the publish roster was started.
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Date and time the publish roster was finished.
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Name of the person who triggered the publish roster function.
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Total number of jobs published.
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List of published jobs including a link to the job record.
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Total number of shifts published.
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List of published shifts including a link to the shift record.
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Total number of resources notified.
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List of resources notified including a link to the resource record.
Publishing a roster generates an SMS notification to resources which contains the outcomes of the poster publication.
The roster publication email notification is as follows:
“The roster for <From Date> to <To Date> has been published and your allocated work is available for viewing in the Skedulo mobile app”
You can print a weekly roster for a location from the Resource Roster Console.
Click the Print Roster button to print a weekly roster for a location.
Fig: Print Roster button
When the Print Roster button has been clicked, the Print Roster modal is displayed.
When displayed select the Location and Start Date.
Fig: Print Roster modal
The options available are:
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Include Jobs?
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If selected, the week’s jobs for the Location will be included in the printed roster (Default).
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If not selected, no jobs for the Location are included in the printed roster.
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Include Shifts?
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If selected, the week’s shifts for the Location will be included in the printed roster (Default).
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If not selected, no shifts for the Location are included the printed roster.
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Include Activities?
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If selected, the week’s activities for the Location will be included in the printed roster (Default).
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If not selected, no activities are included in the printed roster.
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Ignore Work Status?
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If selected, the work status is ignored and all work is added to the printed roster.
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If not selected, only current work is added to the printed roster (Default).
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The actions available are...
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Cancel
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Select to cancel the printing of the roster.
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Print
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Select to generate a PDF of the Location’s roster for the selected week.
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Fig: Example Location Roster printout
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